We now have eleven members (counting LOGIS Internal) using Tungsten A/P Automation Workflow. This project has increased efficiencies, reduced / eliminated paper, and provided visibility throughout all stages of invoice processing, not only for Finance, but also for the responsible departments. We are currently in progress with the implementation for the City of St Louis Park. In 2019, we already have one additional member to implement this process with interest from others. We will also be looking into other areas that this workflow can be utilized, including Purchase Orders.
Almost 1,200 1099s were printed for the LOGIS consortium members this year, which was a little more than a 5% increase over last year. With this process completed, members and LOGIS Support Staff gear up for the annual Financial Audits. This of course includes year end entries, and updating Fixed Asset activity for the year. While some members process these changes throughout the year, many members complete all the asset activity in February, meaning support calls won’t slow down any time soon.
Both the City of Minnetonka and the City of Edina are now live on the Tungsten software for Accounts Payable Automation!! The City of Minnetonka went live on November 7th 2016, and the City of Edina went live on December 27th 2016.
LOGIS staff and the staff from the two cities, with assistance from Tungsten staff, completed these two implementations in less than seven months from start to finish.
The kickoff meetings for Eagan and Golden Valley implementations were completed in December. The kickoff meetings provide a two way flow of information; LOGIS gains an understanding of the business processes in place at these cities, and the city staff learn more about the functionality of the Tungsten software. City staff are then able to determine how they would like the software configured for their implementation. The information acquired during the kickoff meeting and a follow-up visit will be compiled into a Detailed Design document to develop their workflow processes.
There was tremendous effort put into this upgrade, not only the last four days, but in the months and weeks leading up to it. Special thanks to Dave S, Nancy H, Kevin P, and Nolan L (LOGIS’ JDE Technical consultant), and the entire JDE Support team (Jill D, Nikki H and Kevin S) and many members of the Network Services team, especially John P and Jeff S, all contributed greatly to the success of this upgrade.
Both the City of Farmington and the City of Brooklyn Center are live on the Tungsten software for Accounts Payable Automation!! The City of Farmington went live on April 18th, 2016 and the City of Brooklyn Center went live on June 6th, 2016.
LOGIS staff, along with the staff from the two cities, with assistance from Tungsten staff, completed these two implementations in less than eight months from start to finish. These implementations included new functionality that many other members may want to take advantage of – a fillable Form that can be utilized to create new items in the workflow that don’t have a normal “invoice” as backup, with refunds being the primary example.
Also, in conjunction with the Brooklyn Center go-live, an upgrade was done with the scanning / validation functionality for all members, and additional changes were made to each workflow to take advantage of new ideas and processes.
The initial Discovery meetings for the City of Minnetonka’s implementation will be held on July 18th thru 20th. The information acquired during these three days will be compiled into a Detailed Design document developing their workflow processes to be used as the basis for their implementation.
The first Finance User Group meeting for 2016 was held on February 18th, and most all members were represented in attendance. Major points of discussion revolved around the JDEdwards version 9.2 upgrade planned this year and enhancement requests for the Council Payment Register report. The Council Payment Register report was completely re-written two years ago, but additional changes are being requested due to the changing nature of the Accounts Payable process, largely due to the Tungsten implementations. Â The City of Lakeville is interested in beginning to use the Accounts Receivable module in JDE, and they received a lot of feedback from everyone in attendance on what works well to use JDE A/R for, and what types of billings are better suited for PIMS or CIS UB Invoicing. Thanks for sharing !!
The City of Maple Grove is live on the Tungsten software for Accounts Payable Automation!
The City, Tungsten and LOGIS staff completed the implementation in just under four months from start to finish. The implementation included new functionality that many other members may want to take advantage of – an export of invoices and supporting documents, including workflow history, to be imported into Lasefiche for archiving purposes.
Based on additional knowledge and experience gained during Maple Grove’s implementation, a list of enhancements (including the export for Laserfiche) is being compiled to discuss with the City of Apple Valley as potential modifications to their workflow.
In addition, the initial Discovery meetings for the City of Farmington’s implementation were held on October 20th and 21st. The information acquired during these two days will be compiled into a Detailed Design document developing their workflow processes to be used as the basis for their implementation.
The “Invoice Automation Project” for the City of Maple Grove with Tungsten (formerly known as DocuSphere) is progressing well. After meeting with the Maple Grove team on July 14th & 15th, Tungsten went to work on developing the “Detailed Design”, which is the blueprint for implementation.
A few follow-up calls for clarification in certain areas along with technical updates from the Tungsten programming staff have refined the draft stage report. Now in final review stages, the Detailed Design should be completed and ready for implementation to begin in September.
Under a separate “Statement of Work” integration with a city-wide archiving repository is progressing with the development of an export agent to transfer invoices and supporting documents from Tungsten to LaserFiche for the members utilizing that document management system. Implementation of the new transfer agent will parallel the Maple Grove implementation of the Tungsten automation project.
The City of Apple Valley went live on DocuSphere (A/P Automation Workflow) on Tuesday, May 26th. The new functionality is fully integrated with the JD Edwards financial system. Now, vendor invoices are scanned into the system by Finance (or sent via email) and the OCR read data is verified / corrected. Once the scanned image verification has been completed, a work item is created in the DocuSphere workflow process, routing the invoice for GL Coding and through pre-defined levels of approval. At each stage in the automated workflow, users can add notes, view the scanned images and notes added by others, and continue the process through the workflow. After all approvals are completed, Finance does a final review / update, and then the work items are vouchered automatically into JDE. Once the batch is posted and paid in JDE, the payment information is updated in DocuSphere for future data retrieval.
LOGIS members produced over 1,050 form 1099 MISC for the year ending 2014, which was a slight decline from last year.However, one member had 60 form 1099S produced, which quadrupled the amount that was printed the prior year.The form 1099S functionality is a LOGIS customization as JDE does not provide this functionality.In addition, one member needed to print over 250 form 1099G this year, so that functionality was also developed by LOGIS, saving the member a lot of effort from doing the forms manually.
This new form 1099G functionality will remain available to all members in future years, if needed.